INTRODUCTION

WWF is an independent conservation organization, with over 38 million followers and a global network active through local leadership in over 100 countries, WWF Zambia was established in 1962. Our mission is to stop the degradation of the planet’s natural environment and to build a future in which people live in harmony with nature, by conserving the world’s biological diversity, ensuring that the use of renewable natural resources is sustainable and promoting the reduction of pollution and wasteful consumption.

At its core, WWF Zambia envisions a future where both people and nature thrive. The organization works across key thematic areas: Biodiversity, Food Systems and Green Economy and Climate Action. WWF Zambia operates in three key landscapes: the Kavango Zambezi Transfrontier Conservation Area, the Kafue System, and the Upper Zambezi. These landscapes are critical for sustaining biodiversity, supporting livelihoods, and enhancing climate resilience. Driven by science, advocacy, and multi-sector partnerships, WWF Zambia catalyzes impactful solutions that ensure communities benefit from healthy ecosystems while safeguarding vital habitats for future generations.

MAJOR FUNCTIONS

The Executive Assistant will support the Country Director (CD) in the fulfillment and execution of duties, both to ensure effective management of the Country Office, including keeping perfect coordination among all departments, and to liaise effectively with WWF Network as well as external partners and suppliers. Operates and performs

Key Result Areas Roles and responsibilities

1.Provide executive support to the Country Director

Coordinate and maintain the CD’s calendar of appointments and schedule the CD’s meetings and conference calls and endeavor to streamline the Country Director’s workload.

Manage incoming correspondence to the CD, including e-mails, letters, and invitations to meetings. They research, answer, screen and follow-up on inquiries and multiple incoming issues and concerns addressed to the Country Director, including those of a sensitive or confidential nature.

Draft and proofread outgoing correspondence on behalf of the CD. Based on familiarity with the subject matter, prepare Emails and correspondence independently where possible, and refer others to appropriate staff members or departments.

Edit correspondence, reports and documents and create spreadsheets and PowerPoint presentations as requested by the CD.

Coordinate with relevant staff to ensure speeches, remarks, key notes and letters for the Country Director are prepared in a timely manner.

Process signature and mailing requests coming to the CDs desk from the various departments (including administration/procurement, finance and technical areas). Oversee budget and manage Country Director's expenses and make sure expenses of Country Director's direct reports are approved.

Provide first-line support to the Country Director on digital devices and applications payment systems, processes and office facilities as well as maintaining filing systems.

Anticipate and identify problems that may occur and recommend a range of solutions to the Country Director while coordinating efforts for the resolution to mitigate the risks on a timely basis.

Establish and manage a confidential filing system for the CD.

2.Provide support that ensures an effective Zambia Country Officer (ZCO) Country Leadership Team (CLT).

Liaise with government officials and their staff, and other implementing partners, to set up high-level meetings with CD and other CLT members as desired.

Assist the CD to prepare agenda, logistics, schedule meetings and take minutes at the Country Leadership Team meetings and follow up on action points and circulate the meeting minutes to relevant staff in a timely manner. Take note of other meetings whenever required.

Manage international travel arrangements for the CD and CLT and international guests visiting the Country Office to include: - processing visas, ticketing, hotel bookings and airport pickups and drops and incountry travels for incoming guests.

3. Provide effective administrative support to Country Office

Using initiative and judgment to ensure matters requiring attention in the absence of the Director are referred to or delegated to the right office/person to minimize the effect of the Country Director’s absence from office.

Coordinate and manage special projects as assigned by the CD

Assist the CD to coordinate strategic donor missions to incountry visits (national or landscape level depending on requests

Manage international meetings / conferences hosted in-country and all associated logistics.

In conjunction with the People & Culture Manager assist international staff settle in the country including processing work permits and housing arrangements, securing schools, etc.

4. Support to coordinate OD implementation oversight

Under the guidance of the CD, assist to coordinate OD annual plans with different departments.

Provide logistical support to different departments delivering specific OD activities.

Generate concept notes to implement activities especially when obtaining support from the ROA and ensure such scheduled plans are executed seamlessly

Perform any other duties as may be assigned by the supervisor from time to time.

EMBODIMENT OF WWF GLOBAL BEHAVIOURAL COMPETENCIES

Interested people should have interest and align themselves with the WWF’s organisation core values, which are: Courage, Integrity, Respect & Collaboration

• Coordinate and maintain the CD’s calendar of appointments and schedule the CD’s meetings and conference calls and endeavor to streamline the Country Director’s workload.
• Manage incoming correspondence to the CD, including e-mails, letters, and invitations to meetings. They research, answer, screen and follow-up on inquiries and multiple incoming issues and concerns addressed to the Country Director, including those of a sensitive or confidential nature.
• Draft and proofread outgoing correspondence on behalf of the CD.
• Based on familiarity with the subject matter, prepare Emails and correspondence independently where possible, and refer others to appropriate staff members or departments.
• Edit correspondence, reports and documents and create spreadsheets and PowerPoint presentations as requested by the CD.
• Coordinate with relevant staff to ensure speeches, remarks, key notes and letters for the Country Director are prepared in a timely manner.
• Process signature and mailing requests coming to the CDs desk from the various departments (including administration/procurement, finance and technical areas).
• Oversee budget and manage Country Director's expenses and make sure expenses of Country Director's direct reports are approved.
• Provide first-line support to the Country Director on digital devices and applications payment systems, processes and office facilities as well as maintaining filing systems.
• Anticipate and identify problems that may occur and recommend a range of solutions to the Country Director while coordinating efforts for the resolution to mitigate the risks on a timely basis.
• Establish and manage a confidential filing system for the CD.
• Liaise with government officials and their staff, and other implementing partners, to set up high-level meetings with CD and other CLT members as desired.
• Assist the CD to prepare agenda, logistics, schedule meetings and take minutes at the Country Leadership Team meetings and follow up on action points and circulate the meeting minutes to relevant staff in a timely manner.
• Take note of other meetings whenever required.
• Manage international travel arrangements for the CD and CLT and international guests visiting the Country Office to include: - processing visas, ticketing, hotel bookings and airport pickups and drops and incountry travels for incoming guests.
• Using initiative and judgment to ensure matters requiring attention in the absence of the Director are referred to or delegated to the right office/person to minimize the effect of the Country Director’s absence from office.
• Coordinate and manage special projects as assigned by the CD
• Assist the CD to coordinate strategic donor missions to incountry visits (national or landscape level depending on requests
• Manage international meetings / conferences hosted in-country and all associated logistics.
• In conjunction with the People & Culture Manager assist international staff settle in the country including processing work permits and housing arrangements, securing schools, etc.
• Under the guidance of the CD, assist to coordinate OD annual plans with different departments.
• Provide logistical support to different departments delivering specific OD activities.
• Generate concept notes to implement activities especially when obtaining support from the ROA and ensure such scheduled plans are executed seamlessly
• Perform any other duties as may be assigned by the supervisor from time to time.

• Digital device and application support
• Payment systems and processes
• Office facilities management
• Filing systems management
• Problem identification and resolution
• Risk mitigation
• Confidentiality
• Liaison with government officials and partners
• Meeting coordination and minute-taking
• Travel arrangement management
• Project management
• Event logistics management
• Coordination of annual plans
• Logistical support
• Concept note generation

• Familiarity with subject matter for drafting correspondence.
• Ability to work independently and refer others appropriately.
• Proficiency in creating spreadsheets and PowerPoint presentations.
• Experience in managing calendars and scheduling meetings.
• Experience in managing correspondence and inquiries.
• Experience in managing budgets and expenses.
• Experience in establishing and managing filing systems.
• Experience in liaising with government officials and partners.
• Experience in coordinating meetings and taking minutes.
• Experience in managing international travel arrangements.
• Experience in managing special projects.
• Experience in coordinating donor missions.
• Experience in managing international conferences.
• Experience in assisting international staff with settling in.
• Experience in coordinating annual plans.
• Experience in providing logistical support.
• Experience in generating concept notes.
• Interest and alignment with WWF's core values: Courage, Integrity, Respect & Collaboration.